Thesis Guide: Preparing a Thesis or Dissertation - Oregon ...
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Heckart Lodge
2900 SW Jefferson Way
Corvallis, OR 97331-1102
graduate.school@oregonstate.edu
541-737-4881
Thesis Guide: Preparing a Thesis or
Dissertation
Congratulations! You have arrived at an important step in the pursuit of your graduate degree
—the writing of your thesis or dissertation. Your scholarly publication reflects the results of
your research and academic pursuits at Oregon State University.
Student Responsibility
You will be guided and advised by your major professor, your examining committee, and the
staff at the OSU Graduate School while you work on your thesis document. However, the
ultimate responsibility for the document rests with you.
You are responsible for:
• Obtaining the necessary information to prepare the document,
• Meeting the deadlines associated with its preparation. Find deadlines on the
master’s or doctoral degree pages (https://gradschool.oregonstate.edu/current-
students/masters-students and https://gradschool.oregonstate.edu/current-
students/doctoral-students).
• Submitting the necessary forms found on our website at
https://gradschool.oregonstate.edu/forms
• Ensuring that your document conforms to all requirements in this Thesis Guide.
Your document must clearly state your objectives and conclusions, and present your results in
a lucid and succinct manner. It must have a professional appearance and be user-friendly.2
General Format
Standard Document Format refers to one thesis document that addresses a single theme.
The Pretext Pages, Introduction, Conclusion, and Bibliography are mandatory. Your
committee determines the additional chapters; you choose the chapter titles. The following
parts comprise the Standard Document Format:
• Pretext Pages (see model pages illustrated in Figures 2-11)
• Chapter 1 – Introduction
• Chapter 2 – Literature Review
• Chapter 3 – Materials and Methods
• Chapter 4 – Results
• Chapter 5 – Discussion
• Chapter 6 – Conclusion
• Bibliography
• Appendices (optional)
Manuscript Document Format is a single thesis document made up of several scholarly
manuscripts or journal articles addressing a common theme. All manuscripts/articles must be
related or address a single, common theme. You must be the primary author of each manuscript.
Co-authors other than your major professor must be mentioned in a Contribution of Authors
page (see Figure 9, page 12) in the pretext section of the document. Formatting should be
consistent for each journal article and must follow the thesis guide formatting not the separate
journal formats. The following parts comprise the Manuscript Document Format:
• Pretext Pages (see model pages illustrated in Figures 2-11)
• Chapter 1 – General Introduction (common introduction linking all manuscripts
thematically)
• Chapter 2 – First Manuscript
• Chapter 3 – Second Manuscript
• Chapter 4 – General Conclusion (common conclusion linking all manuscripts
thematically)
• Bibliography (common bibliography covering all manuscripts, although each
manuscript may have its own reference section)
• Appendices – (optional)3
Note: Within the larger Manuscript Format thesis document, Chapter Heading Pages (see
Figure 1 below) precede individual manuscripts that have already been published. If not
published, page is not required. Manuscripts must uniformly conform to these thesis
guidelines.
Page #
MANUSCRIPT TITLE
CENTERED HERE
Your name and other authors
Journal
Address of Journal
Issue manuscript appears in
Figure 1. Chapter Heading Page
for Manuscript Document Format4
Page Layout and Text Requirements
Margin Requirements:
The left margin must be at least 1 inch unless printing and binding a personal or
departmental copy then change to 1.5 inch. All other margins must be at least 1 inch,
preferably 1.2 for top margin. Nothing may invade a margin. Every page must meet margin
requirements. Margin requirements are especially important if binding a copy of your
thesis.
Page Numbering:
Pretext pages: Do not add page numbers to pretext pages.
Body: The body of the text begins with page 1 and all successive pages are numbered
consecutively with Arabic Numbers (e.g. 2, 3, etc.) including Appendix/Appendices and
Bibliography. Page numbers should be the same size and font as the body of the text.
Page numbers must appear at the top right corner of pages, approximately 1 inch from the
top edge of the page and at least 1 inch from the right edge of the page. Page numbers
must not invade any margins. There should be at least one space between the page number
and the first line of text.
Title:
Your title must be worded exactly the same throughout the document as it appears on the
Abstract page, Title page and centered on page one (optional). Titles longer than one line
should be single-spaced. The document's title does not count as a heading level.
Text Spacing:
Use either double or 1.5 line spacing for the body of text. Do not mix the spacing. Use
single spacing in the following situations:
• For headings longer than one line
• For figure/table titles/legends
• For bibliographical and reference citations
• For direct quoted material
• For items listed within the body of the text (optional)
• Where indicated in the pretext section5
Text Format Requirements
Font: Use regular, unadorned print, 10- to 12-point size for text (headings may be 14-point
only if all headings are 14-point). Font size within figures & tables can be smaller but must be
readable. Use the same font style and font size throughout.
Headings: Chapter names are Level 1 headings. Subheadings of a chapter are Level 2
headings. Subheadings of chapter subheadings are Level 3 headings, and so forth. Each level
must look different from the other levels. Headings of the same level must look the same
throughout the document. All headings, regardless of level, must be the same font size.
Either number all headings or number none (See figures 10a and 10b). Single space headings
that are more than one line. Use adequate and consistent spacing between the headings and
the text. A minimum of two subheadings may be used within a given level. Each level 1
heading begins a new page.
Appendix Heading Page: A numbered, counted page should be inserted in front of your
document's appendix/appendices. The word APPENDIX (or APPENDICES) should be centered
about 1/3 down this page. This heading page and its page number should appear in the Table
of Contents.
Blocked Quotes: Use Blocked Quotes for quoted material longer than three lines. Use the
same font size as within the text. Single-space the quotation, and indent it evenly on both
sides. There is no need to justify quotations.
References: Use the same font size as within the text. Choose a reference style with the
guidance of your major professor and your committee and be consistent. Single-space each
citation, and use adequate and consistent spacing between citations.
Endnotes: Footnotes collected at the end of a chapter are called endnotes. Use the same font
size as within the text. Single-space each endnote, and use adequate and consistent spacing
between endnotes.
Orphan Lines/Headers/Footnotes: No orphan lines may appear at the top or bottom of a
page. No headers or footers may be used. Footnotes are acceptable.
Figures and Tables
Figures/tables may be located in one of two places in your document. You must choose one
system and use it consistently throughout your work.
1. Insert the figure within the text, as close as possible after the first reference is made to it.
2. Place your figures at the end of the chapter in which it is first discussed or referenced.6
Figure Definition: The definition of a figure is quite broad. “Figures” include charts, diagrams,
drawings, examples, graphs, illustrations, maps, photographs, etc. In the majority of cases, if
it’s not a table, it is a figure. All figures must be listed in the pretext pages’ List of Figures
Table Definition: A table is broadly defined as a compact, systematic list of data (facts,
figures, values, etc.), generally arranged in columns and/or rows. All tables must be listed in
the pretext pages’ List of Tables.
Figure/Table Labels and Captions: A figure’s/table’s label denote the type of figure/table
and its number, and a figure’s/table’s caption is its title and description. Every figure/table
must have a label and caption unless there is only one of its type in the document. Use
consecutive label numbers by order of appearance within the text. Each figure/table must
have a unique number, i.e., Table 1.1 for the first table in Chapter 1, Table 2.1 for the first table
in Chapter 2, or start with 1 and number consecutively. As always, pick one method and use it
consistently throughout your document. Label and caption font size is the same as body text
size. Add one space between the figure/table and its label and caption, and between the
figure/table and text. The label and caption should be placed outside its boundaries,
commonly above a table and below a figure.
Oversized Figures/Tables: Illustrations that take up more than one page should have the
label followed by “(Continued)” on the second page. If both a figure/table and its label and
caption do not fit on one page, place only the label on the page with the figure or table, and
place the label and caption on a separate page that precedes the figure or table (called a
legend page). Single-space the label and caption and center it 1/3 of the way down the page.
Include no other text on this page. List the page number of the legend page in the pretext list.
There are 2 ways of managing the inclusion of oversized figures if printing personal copies:
• Reduction: Photographically reduce the size of figures to meet margin requirements.
Page numbers and figure captions must remain the same font size as the text.
• Accordion Fold: If you are printing a personal or departmental copy. The final folded
page must be 11 inches in height and no more than 8 inches wide. Fold the page
from right to left, making the final folded width 8 inches. Fold the page a second
time from left to right so the page number appears in the same position as all other
pages in the text.
Landscaping: Because of their shape, some figures/tables may need to be placed crosswise on
a page. If so, the top of the figure/table should be at the left margin as viewed normally (i.e.
portrait orientation), and the caption should be parallel to the right margin. Reformatting
pages numbers to match location of portrait oriented page numbers is not required. Margin
requirements apply.
Color: Choose high-contrast colors to differentiate lines, bars, or segments or use symbols
with or without the color.7
Pretext Page Documents (In Order Of Appearance)
Regardless of general format, the thesis includes particular parts in an established order as
listed below. Model pages are provided for most pretext pages. In all cases, margin
requirements apply (see above) and the same font style/size must be used in the body of the
text and elsewhere. All titles of pretext pages should be formatted identically with respect to
font size and style.
I. Pretext Pages
A. Flyleaf—a blank page (Optional now since we do not require a paper copy)
B. Abstract (see Figures 2, 3, 4). An abstract is a summary of the document’s
purpose, methods, major findings, and conclusions. Your name (designated
“Student Name”) must appear exactly the same throughout the document. In all
cases, use the official name of the major, found on the graduate school website
under Graduate Programs at https://gradschool.oregonstate.edu/programs.
Underline where indicated.
AN ABSTRACT OF THE THESIS OF
Thomas A. Edison for the degree of Master of Science
in Physics presented on January 30, 2022ᴬ Figure 2. Abstract Page
for Master’s Degree
AThe line breaks in these
Title: Upon Recording Telegraph Messages
four lines are single space
Automatically with a space after the
defense date.
BInclude major professor’s
Abstract approved: _______________________________________ middle initial unless there is
Major I. ProfessorB none. Do not include his/her
title. Co-major Professors
may share the same
Begin text here, using the same line spacing (either double signature line; put both
names below the line.
space or 1.5), font style and font size as within the body of
the text in your document.
• Use official major name, not area of concentration
• Your name must appear exactly the same
throughout the document
• For defense date use month spelled out, date, and
year – January 30, 2022
Abstract Page for MAIS Degree
• Title must be the same throughout the document8
AN ABSTRACT OF THE THESIS OF
Student Name for the degree of Master of Arts in
Interdisciplinary Studies in First ConcentrationA, Second
Concentration, and Third Concentration presented on
Defense DateB.
Title: Underlined Title here.
Abstract approved: _________________________________________
Major I. ProfessorC
Begin text here, using the same line spacing, either double
space or 1.5, font style and font size as within the body of
the text in your document.
• Use official major or minor name, not areas of
concentration
• Your name must appear exactly the same
throughout the document
• For defense date use month spelled out, date, and
year – January 30, 2022
• Title must be the same throughout the document
Figure 3. Abstract Page for MAIS Degree
AUse official Major names for Areas of Concentration, found on the graduate school website
under Graduate Programs at https://gradschool.oregonstate.edu/programs. BThe line breaks
in these six are single-spaced with a space between the defense date and title.
CInclude major professor’s middle initial unless there is none. Do not include his/her title (Dr.).
Co-major Professors may share the same signature line; put both names below the line.9
Abstract Page for Doctoral Degree
AN ABSTRACT OF THE DISSERTATION OF
Student Name for the degree of Doctor of Philosophy in Official Name
of Major presented on Defense DateA.
Title: Underlined Title here.
Abstract approved: _____________________________________
Major I. ProfessorB
Begin text here, using the same line spacing (either double space or 1.5),
font style and font size as within the body of the text in your document.
• Use official major name, not area of concentration
• Your name must appear exactly the same throughout the document
• For defense date use month spelled out, date, and year – January 30,
2022
• Title must be the same throughout the document
Figure 4. Abstract Page for Doctoral Degree
AThe line breaks in these four lines are single-spaced with a space between
the defense date and title.
BInclude major professor’s middle initial unless there is none. Do not include
his/her title. Co-major Professors share the same signature line; put both
names below the line with several spaces between names.10
C. Copyright Page (see Figure 5)
Copyright by Thomas A. Edison
January 30, 2022
All Rights Reserved or Creative Commons License
(© - use Ctrl, Alt, C)
Figure 5. Copyright Page.
The Copyright page is required. Inclusion of this page does not obligate you to go
through a formal copyright process. Name must appear exactly the same throughout
the document. Second line is the final defense date. Wording should begin one third
down from the top and is centered.11
D. Title Page (see Figure 6)
Title must match
Upon Recording Telegraph Messages Abstract and page one
title exactly.
Automatically Do not boldface the title.
Add two spaces after the
by title.
Thomas A. Edison Doctoral students may
use “A DISSERTATION”
instead of “A THESIS” on
Title Page, Abstract, and
Approval Pages.
A THESIS
submitted to
Oregon State University
Follow division of this
sentence exactly.
in partial fulfillment of
the requirements for the Spacing should be the same
degree of after your name, “Oregon State
University,” and your degree.
Master of Science
Defense Date
Commencement date is the
Presented January 30, 2022 June following the defense
Commencement June 2022 date, so if defense is after
the commencement
ceremony it would be for
the following year.
Only month & year, no date
or it will be rejected.
Figure 6 – Title Page12
E. Approval Page (see Figure 7). On the Approval Page the Major Professor represents the
major. The Approval Page considers your advisor as your major professor, regardless of his/
her official rank or tenure home. Official major names and department names can be found in
the OSU Catalog. Some majors and departments have the same name while others differ.
Your signature constitutes consent to have your document available for public reference in
Valley Library, but the signatures on this page have been replaced with the ETD Submission
Approval form.
Alternate wordings for signature lines:
Wording with 2 Major Professors
Master of Science thesis of Thomas A. Edison presented on Co-Major Professor, representing
Name of Major
January 30, 2022. Co-Major Professor, representing
Name of Major
APPROVED:
Head/Chair of the Name of
________________________________________ Department, School or College
Major Professor, representing Physics
Dean of the Graduate School
Wording with Dual Majors
________________________________________ Co-Major Professor, representing
Head of the Department of Physics (can also be Chair or Director) Name of 1st Major
Co-Major Professor, representing
Name of 2nd Major
________________________________________
Head/Chair of the 1st Dept. Name
Dean of the Graduate School Head/Chair of the 2nd Dept. Name
Dean of the Graduate School
Department, College or School
I understand that my thesis will become part of the permanent
Example: Major is Pharmacy
collection of Oregon State University libraries. My signature Major Professor, representing
below authorizes release of my thesis to any reader upon Pharmacy
request.
Dean of the College of Pharmacy
_________________________________________ Dean of the Graduate School
Thomas A. Edison, Author
Wording for MAIS
Major Professor, representing Name of
Major Area of Concentration
Director of the Interdisciplinary
Studies Program
Dean of the Graduate School
Figure 7. Standard Approval Page13
F. ACKNOWLEDGEMENTS (see Figure 8)—optional but recommended. The exact content
of this page is up to you. Use same text spacing either 1.5 or double space.
ACKNOWLEDGEMENTS
The author expresses sincere appreciation….
Figure 8. Acknowledgement Page.
G. CONTRIBUTIONS OF AUTHORS (see Figure 9)—manuscript document format only. If no
contributing authors, remove this page. Use same text spacing either 1.5 or double space.
CONTRIBUTION OF AUTHORS
Dr. So-and-so assisted with data collection. Such-and-
such was involved with the design and writing of
Chapter 2. Dr. Whoisit assisted in the interpretation of
the data.
Figure 9. Contribution of Authors (manuscript format only)14
H. TABLE OF CONTENTS (see figures 10a and 10b, next page). Ensure that the page numbers
accurately reflect where the headings appear in the text. Listing the chapter headings in the Table of
Contents is required; listing the subheadings is optional, and you may list some levels but not others.
Levels are denoted by indention in the Table of Contents. Wording, spelling, and capitalization of
headings in the Table of Contents must match the heading in the body of the text exactly. If headings
are numbered in the Table of Contents, they must be numbered correspondingly in the text.
List appendix or appendices (if applicable) in the Table of Contents, if more than five then create a
separate List of Appendices. In either case, list the Appendices Heading Page (see page 3) in the Table
of Contents. When listing an individual appendix, include its title.
If the Table of Contents is more than one page, subsequent pages should have the heading “TABLE OF
CONTENTS (Continued).”
Return twice between the TABLE OF CONTENTS heading and the first item in the table.
Do not underline, bold, or italicize in the Table of Contents (unless scientific species name)
TABLE OF CONTENTS
Page
1 Chapter Title....................................... 1
1.1 Level 2 Heading............................ 12
1.2 Level 2 Heading ........................... 15
1.2.1 Level 3 Heading...................... 17
1.2.2 Level 3 Heading.................... 18
1.2.3 Level 3 Heading..................... 25
1.3 Level 2 Heading........................... 28
2 Chapter Title .................................... 32
2.1 Level 2 Heading........................... 36
2.2 Level 2 Heading.......................... 41
2.2.1 Level 3 Heading..................... 45
2.2.2 Level 3 Heading..................... 46
3 Chapter Title ..................................... 53
3.1 Level 2 Heading ......................... 53
3.2 Level 2 Heading.......................... 59
Bibliography ........................................ 67
Appendices .......................................... 70
Appendix A Title........................... 71
Appendix B Title ............................ 83
Figure 10a. Table of Contents with Numbering15
TABLE OF CONTENTS
Page
Chapter Title ................................. 1
Level 2 Heading ........................ 12
Level 2 Heading ......................... 15
Level 3 Heading .................... 17
Level 3 Heading .................... 18
Level 3 Heading ..................... 25
Level 2 Heading ........................ 28
Chapter Title ................................. 32
Level 2 Heading ........................ 36
Level 2 Heading ........................ 41
Level 3 Heading ..................... 45
Level 3 Heading ..................... 46
Chapter Title .................................. 53
Level 2 Heading ......................... 53
Level 2 Heading ......................... 59
Bibliography .................................. 67
Appendices ..................................... 70
Appendix A Title ........................ 71
Appendix B Title ........................ 83
Figure 10b. Table of Contents without Numbering
I. LIST OF FIGURES (see figures 11a and 11b). Lists are required if two or more figures
appear within the text.
J. LIST OF TABLES (see figures 11a and 11b). Lists are required if two or more tables appear
within the text.
Choose one of the two methods of numbering in the model pages illustrated in
Figures 11a and 11b and use it for both Lists of Figures and Lists of Tables. If a list is
longer than one page, subsequent pages should be headed “LIST OF FIGURES
(Continued)” or “LIST OF TABLES (Continued).” The first sentence of the figure or
table caption must be listed, and the wording must match the text exactly. List only
one page number per figure or table. When there is a legend page in front of a figure
(see information on FIGURES below), list the legend page only. Figures in the
appendices are listed on a separate List of Appendix Figures list.
Add two spaces between the LIST OF FIGURES/TABLES heading and the first listing.16
Single-space listings with a space between listings.
LIST OF FIGURES LIST OF TABLES
Figure Page Table Page
1. Name of the figure............29 1.1 Title of the Table...…………22
2. First sentence of the 1.2 Spacing requirements
legend matches the text are the same as for the
exactly .................................34 List of Figures.....................29
3. List only one page 2.1 A List of Appendix
number ……………………………..41 Tables would look the
same ............…………..............38
4. Keep numbers and
words in separate 2.2 All pretext headings
columns ..............……………….47 should look the same....44
Figure 11a. List of Figures/Tables with Figure 11b. List of Figures/Tables with
Consecutive Numbering Numbering by Chapter
K. LIST OF APPENDICES (optional). If list of appendices is short, it may be attached to
the Table of Contents. For more than 5 appendices, or list different heading levels are
listed in the appendices, a separate List of Appendices is required. If two or more
figures appear in the appendices, a List of Appendix Figures and/or a List of Appendix
Tables are required.
L. LIST OF APPENDIX FIGURES. For two or more figures in the appendices.
M. LIST OF APPENDIX TABLES. For two or more tables in the appendices.
N. Other Lists. If you are including other lists, such as lists of abbreviations,
nomenclature, symbols, and so forth, each list must have its own page. The elements
of these lists do not need numbering or page numbers.
O. DEDICATION (optional) If desired, you may dedicate your document to the honor
of someone. Dedications are usually short. Margin requirements apply. Use the same
font/font size as text body. Arrangement of page is at your discretion.
P. Preface (optional)
II. Body of Text (follow standard or manuscript document format)
III. Bibliography
IV. Appendix/Appendices (optional)
V. Flyleaf (Optional now since we do not require a paper copy)17
Final Thesis/Dissertation Requirements
Printing Specifications: The Graduate School no longer requires you to submit a paper copy
of your thesis/dissertation.
Formatting Template: Separate formatting templates for both thesis and dissertation
pretext pages can be found on our website at - https://gradschool.oregonstate.edu/current-
students/thesis-guide under “Formatting”
Electronic Submission: Submit one PDF copy of your thesis/dissertation, without signatures,
electronically to ScholarsArchive. Ensure accessibility with Adobe Acrobat Pro. For uploading
and accessibility instructions refer to the libraries website at
https://guides.library.oregonstate.edu/Scholars-Archive/Graduate. For the file name use your
last name, first name, middle initial, and year – example; EdisonThomasA2022.
Creative Commons License: DO NOT SELECT PUBLIC DOMAIN OR CCO . You may add a
Creative Commons License to your item that allows copyrighted works to be shared and re-
used. Either select License Type: Creative Commons or License Type: No Creative Commons
License. DO NOT assign a Creative Commons license if you plan to place an embargo on your
thesis or dissertation that allows only the OSU community access to your work.
Final Documents submitted to Graduate School:
• One signed Electronic Thesis and Dissertation (ETD) Submission Approval form
by your Major Professor, Head/Chair/Director/Dean of your major, and
yourself. I will get the Dean of the Graduate School’s signature. The ETD form
can be found on our website at - https://gradschool.oregonstate.edu/forms
under Current Student Forms.
• Submit a copy of the title page for the certification process.
Embargo: You can request an embargo so your work will be accessible only to Oregon State
University faculty, staff and students for up to two years. The document will not be
accessible via the World Wide Web during this time. Request on the ETD Submission
Approval Form and when you upload to ScholarsArchive.
Survey for PhD students
• Doctoral Students only - Complete the online survey at https://sed-ncses.org/
login.aspx.
At the survey registration website you will be asked to provide your name, institution,
department, graduate month and year, and an email address and then go directly into
the survey. An email with the URL of the online survey, plus a PIN and password will be
sent in case you suspend the survey and need to go back at a later time without losing
previous responses. When complete print the Certificate of Completion and submit or
email to the Graduate School.18
Copyright Permission
To answer questions regarding copyright law, contact Michael Boock, Associate
Professor, Valley Library at 541-737-9155
You should assume that any material from other sources used in your thesis, including
text, pictures, musical compositions, graphs, charts, cartoons, and so forth, is copyrighted.
To determine if you must obtain written permission from the copyright owner fill out the
Fair Use Document. In order to use copyrighted material in your work you need to answer
“yes” to questions 4 & 5. If you answer “no” you can either consider using another work
that’s either in the public domain or has a Creative Commons license or contact the owner
for permission. To obtain written permission, send the copyright owner a concise letter
specifying your intended use and allow ample time for a response. If you get no response
or if you are denied permission, you must remove the copyrighted material from your
document. A doctoral student should send out copyright permission requests at least four
months before their defense date.
You must submit a copy (keep the original in a safe place) of all letters granting the use of
copyrighted material to the Graduate School.
In the US, if you have created an original document, it is automatically copyrighted for the
period of your lifetime plus seventy years. Formal notice or registration is not necessary;
nevertheless, you should include a copyright page (see figure 5) in your document to alert
readers that you are the copyright owner and that you acknowledge your legal rights. You may
wish to register your copyright, though this step is optional. Certificate of Registration
establishes public record of your document, its copyright and your name and address. Students
who choose to register the copyright personally should contact:
Library of Congress, U.S. Copyright Office, 101 Independence Ave, S.E. Washington, D.C.
20559-6000 or register online at https://www.copyright.gov
Ethics
Ethical research practice requires you to avoid:
• Plagiarism: failure to acknowledge the work of others by using proper citations and
obtaining written permission to use copyrighted material.
• Fabrication: the creation of fictitious research results.
• Falsification: alteration of research results by misrepresentation or selective reporting of
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